GENERAL PRIVACY NOTICE FOR THE UNION OF CATHOLIC MOTHERS

1 INTRODUCTION

1.1 The Union of Catholic Mothers (the "UCM") is a charity registered with the Charity Commission in England and Wales. Our charity number is 249901, and our registered address is ucmnatsec@yahoo.co.uk

In this Notice, references to 'we' and 'us' mean the UCM and includes all the members, Parish Foundations and Diocesan Committees of the UCM, together with named projects and initiatives undertaken by the UCM.

1.2 When you provide us with Personal Data in order to engage with us and/or benefit from our services, we will keep a record of the data you give to us in order to enable us to comply with our statutory obligations and to achieve our charitable objects of advancing and maintaining the UCM.

1.3 For the purpose of the General Data Protection Regulation 2016/279 (GDPR), and the Data Protection Act 2018, (together called the “Data Protection Rules”) the UCM through its Trustees, will be a Data Controller in respect of your Personal Data. In some cases, the UCM may be a joint Data Controller of your Personal Data (e.g. where your data is shared between the UCM and another organisation for a particular purpose, such as tax reclaims). Please be aware that our Foundations and Diocesan Committees form part of the UCM and are not separate legal entities. Foundations and Diocesan Committees are not Data Controllers, nor do they process Personal Data on behalf of the UCM as a Data Processor (see Glossary at end).

1.4 Everyone has rights with regard to how their Personal Data is handled by organisations. The UCM is committed to ensuring that Personal Data is properly and securely managed in accordance with the relevant Data Protection Rules and believes this is an important part of achieving trust and confidence between the UCM and those with whom it interacts. Please read this Notice to understand how we use and protect the information that you provide to us or that we obtain or hold about you, and to understand what your rights are in relation to information that we hold. This Notice applies to information about living identifiable individuals only.

2 WITH WHOM WE SHALL SHARE YOUR INFORMATION

2.1 We may hold the following types of Personal Data – though it will be rare for us to hold all these types of data about any individual:

2.1.1 Name, address and contact details;

2.1.2 Financial information (e.g. bank details) and details of any donations you have made to us in the past;

2.1.3 photographs; photographs may be used in The Catholic Mother/UCM Website with the agreement of everyone in the photograph; this is the responsibility of the person who submits the photograph (disclaimer notice)

2.2 Some of the data we hold will constitute “Special Categories of Personal Data”.

3 HOW AND WHY DO WE PROCESS YOUR PERSONAL DATA?

3.1 The Personal Data which we hold about you, whether it is collected directly from you or whether we receive it from a third party, may be used (“processed”) in a number of ways, for example:

3.1.1 to communicate with you in relation to our activities, services and events, including seeking feedback and informing you of any changes to our services;

3.1.2 to carry out the services that we offer,

3.1.3 to process donations that you may make to us, or other payments,

3.1.4 to administer, support, improve and develop the administration of the UCM's work and operations and to keep the UCM's accounts and records up-to-date;

3.1.5 to process applications from you, e.g. applications for a role within the UCM; NHRHS applications

3.1.6 to ensure we comply with our legal obligations (e.g. by providing information to the Charity Commission or carrying out safeguarding activities);

4 ON WHAT LEGAL GROUNDS DO WE PROCESS YOUR PERSONAL DATA?

4.1 Under the Data Protection Rules we must have a lawful basis for processing your information; this will vary according to the circumstances of how and why we have your information but typical examples include:

4.1.1 the activities are within our legitimate interests in advancing and maintaining the UCM

4.1.2 you may have given consent (which can be withdrawn at any time by contacting us using the details below) for us to process your information (e.g. to send you communications by email or text);

4.1.3 we are carrying out necessary steps in relation to a request for a NHRHS holiday to which you are party or prior to you entering into an agreement

4.1.4 to protect your vital interests (e.g. if you were unfortunate enough to fall ill or suffer an injury at a UCM event, then we may pass on information to the NHS for treatment purposes and to family members).

4.2 If we Process any Special Categories of Personal Data we must have a further lawful basis for the processing. This may include:

4.2.1 where you have given us your explicit consent to do so (e.g. to cater for your medical or dietary needs at an event);

4.2.2 where the Processing is carried out in the course of our legitimate interests as the UCM, working with and supporting our Objects, and the information is not shared outside the UCM other than with your consent;

4.2.3 you have made the information public (e.g. by disclosing personal details and beliefs in public media, or consenting to your details appearing in a public Directory)

4.2.4 where the Processing is necessary for the establishment, exercise or defence of legal claims;

4.2.6 the processing being necessary for reasons of substantial public interest (e.g. where steps are taken to prevent fraud or other dishonest activity);

4.2.7 Where the processing is necessary for archiving historical records

4.2.8 Where it is in the substantial public interest, and necessary for the safeguarding of children or vulnerable adults Always provided that the legal basis is proportionate to the aim pursued and provides for suitable and specific measures to safeguard your rights, or as part of our legitimate interests as the UCM and charitable institution.

5 WITH WHOM WILL WE SHARE YOUR INFORMATION?

5.1 We will only use your Personal Data within the UCM for the purposes for which it was obtained, unless you have explicitly agreed that we may share your Personal Data with another organisation or unless we are otherwise permitted or required to under the Data Protection Rules or order of a Court or other competent regulatory body or as set out in this Notice.

5.2 We may share your information with government bodies for tax-reclaiming purposes or law enforcement agencies for the prevention and detection of crime.

5.3 Sometimes the UCM contracts with third parties whom we ask to process Personal Data on our behalf (e.g. distributors of The Catholic Mother newspaper). We require these third parties to comply strictly with our instructions and with the GDPR.

5.4 We have in place administrative, technical and physical measures designed to guard against and minimise the risk of loss, misuse or unauthorised processing or disclosure of the Personal Data that we hold.

6 FOR HOW LONG WILL WE KEEP YOUR INFORMATION?

6.1 Your information will be kept in accordance with our Retention & Disposal of Records Policy. In any event, we will endeavour to only keep Personal Data for as long as is necessary and to delete it when it is no longer so.

7 YOUR RIGHTS

7.1 You have rights in respect of the Personal Data you provide to us. In particular:

7.1.1 the right to request a copy of some or all of the Personal Data that we hold about you. We do not make a charge for this service; but a request needs to be made in writing, which can include e-mail or other media

7.1.2 if we Process your Personal Data on the basis that we have your consent, the right to withdraw that consent;

7.1.3 the right to ask that any inaccuracies in your Personal Data are corrected;

7.1.4 the right to have us restrict the Processing of all or part of your Personal Data;

7.1.5 the right to ask that we delete your Personal Data where there is no compelling reason for us to continue to process it.

7.2 Please note that the above rights may be limited in some situations – for example, where we can demonstrate that we have a legal requirement to Process your Personal Data. Also, we may need you to provide us with proof of identity for verification and data security purposes before you can exercise your rights.

8 CHANGES TO THIS NOTICE

We may make changes to this Notice from time to time as our organisational practices and/or applicable laws change. We will not make any use of your personal information that is inconsistent with the original purpose(s) for which it was collected or obtained (if we intend to do so, we will notify you in advance wherever possible) or otherwise than is permitted by the Data Protection Rules.

9 CONTACT DETAILS

9.1 If you have any questions, require further information about how we protect your Personal Data, if you wish to exercise any of the above rights or if you would like to provide feedback or make a complaint about the use of your information, please contact the UCM National Treasurer.

9.2 We hope that we can satisfy any queries you may have about the way in which we Process your Personal Data. However, if you have unresolved concerns you also have the right to complain to the Information Commissioner (‘ICO’) (www.ico.org.uk).

10 COOKIES

10.1 The UCM only uses Google analytics cookies on the website for tracking purposes. The cookies allow us to understand general traffic to our website, for example, number of visitors and length of time on site. This process does collect data, but in an anonymous form, to help us make improvements, develop the website and enhance the user experience.

11 GLOSSARY

"Data Controller" National Committee which will determine the purposes for which, and the manner in which, any Personal Data is processed. The National Committee is responsible for complying with the Data Protection Rules and establishing practices and policies in line with them.

The National Treasurer processes personal data on behalf of and on the instruction of the UCM. The National Treasurer has a duty to protect the information they process by following the Data Protection Rules.

"Data Subject" means a living individual about whom the UCM processes Personal Data and who can be identified from the Personal Data. All Data Subjects have legal rights in relation to their Personal Data and the information that the UCM holds about them.

"Personal Data" means any information relating to a living individual who can be identified from that information or in conjunction with other information which is in, or is likely to come into, the UCM’s possession. Personal Data can be factual (such as a name, address or date of birth). It can even include a simple email address. A mere mention of someone's name in a document does not necessarily constitute Personal Data, but personal details such as someone's contact details (if it enabled an individual to be identified) would fall within the definition.

"Processing" means any activity that involves use of Personal Data. It includes obtaining, recording or holding the information or carrying out any operation or set of operations on it, including organising, amending, retrieving, using, disclosing, erasing or destroying it.

Special Categories of Personal Data can only be processed under strict conditions and such processing will usually, although not always, require the explicit consent of the Data Subject.

“Data Breach” - A personal data breach means a breach of security leading to the accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to, personal data. This includes breaches that are the result of both accidental and deliberate causes. It also means that a breach is more than just about losing personal data. It can be broadly defined as a security incident that has affected the confidentiality, integrity or availability of personal data. In short, there will be a personal data breach whenever any personal data is lost, destroyed, corrupted or disclosed; if someone accesses the data or passes it on without proper authorisation; or if the data is made unavailable, for example, when it has been encrypted by ransomware, or accidentally lost or destroyed.